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Home My WebLink AboutMINUTES Town Board 2013-05-14Town of Estes Park, Larimer County, Colorado, May 14, 2013 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 14th day of May, 2013. Present: Also Present: William C. Pinkham, Mayor Eric Blackhurst, Mayor Pro Tem Trustees Mark Elrod John Ericson Wendy Koenig Ron Norris Frank Lancaster, Town Administrator Lowell Richardson, Assistant Town Administrator Greg White, Town Attorney Jackie Williamson, Town Clerk Absent: John Phipps, Trustee Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so, recited the Pledge of Allegiance. PROCLAMATIONS. Mayor Pinkham presented the Town of Estes Park Volunteer Recognition proclamation and proclaimed May 22, 2013 as Volunteer Recognition Day. PUBLIC COMMENTS. None. TOWN BOARD COMMENTS / LIAISON REPORTS. Trustee Ericson stated the Transportation Advisory Committee (TAC) reviewed the Federal Lands Access Program (FLAP) grant at their first meeting. The TAC would meet on May 15, 2013 at 12:00 p.m. in Rooms 202/203 of Town Hall. The Tree Board would meet on May 20, 2013 at 4:30 p.m. The Community Development and Community Services Committee would meet on May 23, 2013 in the Board Room at 8:00 a.m. Mayor Pro Tem Blackhurst informed the community the Estes Park Housing Authority would be moving to the Visitor Center and be open for business on Monday, May 20, 2013. The board meetings would continue to be held in Town Hall Room 203 on the second Wednesday of the month. Trustee Koenig reported the Sister Cities program continues to support student visits from both communities. She stated Monte Verde has acquired their first fire truck and official fire personnel, and established their first service club with the formation of the Lions Club focused on recycling. RMNP has a bird migratory program in which birds have been tagged to review the migration pattern of birds between Estes Park and Monte Verde. TOWN ADMINISTRATOR REPORT. • Platte River Power Authority (PRPA) would hold a listening session on Thursday, May 16, 2013 at the Estes Park Resort to discuss needs and the future of PRPA. • Update on Projects — Bond Park to be completed on time before Memorial Day weekend; FLAP grant application has been submitted with awards to be announced in October; and Moraine Avenue improvements — a preconstruction meeting was held with the contractor and construction would begin within a week once CDOT approvals are received. Board of Trustees — May 14, 2013 — Page 2 • The MPEC/Stall Barn Steering Committee met to discuss the projects and would meet on a regular basis throughout the construction. • RAMP grant application has been submitted for a turn lane from Highway 36 onto Community Drive to address the increase in traffic due to the new facilities at the Fairgrounds. • CVB Parking Structure — The RFP would be completed and issued in the near future. The project would be reviewed by Planning Commission as a Location and Extent Review and as the applicant of a public project, the Town Board has the ability to overturn a decision of the Planning Commission. A public process would be conducted to review design of the structure. • Pro Cycling Challenge — The Town's preparations are well ahead of the other communities with a Steering Committee formed to plan for the race as well as the other events surrounding race day. • Museum/Senior Center Master Plan remains on schedule. • Property Inventory — Staff continues to work on recommendations and criteria on Town owned properties. 1. CONSENT AGENDA: 1. Town Board Study Session Minutes dated April 23, 2013, and Town Board Minutes dated April 23, 2013. 2. Bills. 3. Committee Minutes: a. Community Development / Community Services, April 25, 2013. b. Public Safety, Utilities & Public Works, May 9, 2013. i. 2010 John Deere 672 Motor Grader, Colorado Machinery, Ft. Collins - $133,364.80 — Budgeted. ii. 2013 John Deere 344J Loader, Colorado Machinery, Ft. Collins - $89,809.10 — Budgeted. iii. Construction Contract for Fairgrounds Irrigation System, Urban Farmer, Inc., $135,249.27 — Budgeted. 4. Tree Board Minutes dated March 19, 2013. (acknowledgement only). It was moved and seconded (Blackhurst/Koenig) to approve the Consent Agenda, and it passed unanimously. 2. LIQUOR LICENSE ITEMS: 1. RENEWAL LICENSE — CASA GRANDE OF ESTES PARK INC. dba CASA GRANDE OF ESTES PARK CISCOS, 210 E. ELKHORN AVENUE, #220 & #206. Town Clerk Williamson stated the renewal has been forwarded to the Town Board for review because an employee of the liquor license establishment served to an underage person during a compliance check conducted in August 2012. The violation was handled by the State Liquor Enforcement Division and a Stipulation Agreement was negotiated. The licensee has sent employees to T.I.P.S. training in the past, after the violation, and to the upcoming training scheduled. The licensee was present stating the violation was the first in 20 year of doing business. Mayor Pro Tem Blackhurst stated the Town takes violations seriously and stated future violations would be reviewed by the Town Board and served during the season in which the violation occurs. It was moved and seconded (Blackhurst/Koenig) to approve the renewal application for Casa Grande of Estes Park, Inc. dba Casa Grande of Estes Park, and the motion passed unanimously. Board of Trustees — May 14, 2013 — Page 3 2. NEW LIQUOR LICENSE - M&S, INC. DBA OVERLOOK BAR & GRILLE, 165 VIRGINIA DRIVE, TAVERN LIQUOR LICENSE. Town Clerk Williamson stated the application has been submitted for a new Tavern license as a concurrent review. All necessary paperwork and fees were submitted and the applicant has completed the required T.I.P.S. training. The applicant was present and stated the restaurant would be an upscale dining experience opening in July. Mayor Pro Tem Blackhurst reminded the applicant the Town takes licensing seriously and they are the first !ire of defense. It was moved and seconded (Blackhurst/Norris) to approve the new Tavern Liquor License for M&S, Inc. dba The Overlook Bar & Grille at 165 Virginia Drive, and it passed unanimously. 3. REPORTS AND DISCUSSION ITEMS: 1. AMERICA IN BLOOM. Municipal Service Worker Kelly presented the nationwide program "America in Bloom" in which the Town would participate in promoting the beautification of the community through education, community involvement, and the planting of flowers, plants and trees. The local project would be known as Estes Park in Bloom involving a community -wide effort including businesses, residents and the Town government. A team of judges would visit on July 11 and 12 to provide the local community with a detailed, written evaluation based on six criteria including floral displays, urban forestry, landscaped areas, heritage preservation, environmental efforts, and the overall impression and cleanliness of the community. The local steering committee has begun preparations and continues to look for ideas. The Board commended Mrs. Kelly for her initiative and efforts. 2. OUTSOURCING PAYROLL. Director Williamson stated due to a staffing change in the spring of 2012, the Administrative Services Department reviewed the possibility of outsourcing payroll using a third party software to administer the Town of Estes Park's payroll with enhanced functionality over the current HTE software. A Request for Proposal (RFP) was issued and three RFP responses were received. A team of employees reviewed and evaluating each provider using the criteria set forth in the RFP. The team unanimously selected Paylocity as they met a number of the criteria including: a great support team with local support in Denver, desired features included in the base package, fifty percent of Paylocity's staff are information technology specialist providing implementation and report writing support, the total cost including start up fees were the lowest, the visual components of the web interface was the most intuitive and is 100% customizable, and the software resides on a cloud which requires no software download and provides real- time access 24/7. HR Generalist Spallinger stated the benefits realized from outsourcing payroll are both immediate and long term for the employees and the Town of Estes Park. Employees would have the ability to access their information, i.e. payroll stub, direct deposit form, year to date figures, and accrual balances, and have limited ability to update personal information such as their address, withholding allowances, and direct deposit allocations. Hours worked would be logged electronically by the individual employee and would not be processed until approved, eliminating erroneous time cards, time spent tracking down missing time cards, redistribution of non -approved time cards back to supervisors, and time spent entering and interpreting hand written/paper time cards. Administrative Services would have the ability to control and access data anywhere and at any time, as well as monitor those with access to information. Quarter and year-end processing would be handled by the payroll company which results in time savings and liability involved in updating tax tables, and printing of W-2's. Administrative Services intentions are to use the system to its full capabilities, which will provide a clear communication channel and consistent system for not only payroll, but for training, performance evaluations, and application tracking in the future. Board of Trustees — May 14, 2013 — Page 4 3. PAY PHILOSOPHY. Director Williamson stated the Board approved contracting with ESM Consulting Inc. to perform a Classification and Compensation study. One of the objectives of the study was to develop a salary structure that enables the Town to maintain a competitive position with other municipalities and like industries. A steering committee was formed to work directly with the consultant to draft a pay philosophy and identify the Town's comparable market, i.e. other municipalities, companies, districts, etc. and how the salaries are compared, i.e. market rate %. Eric Marburger/ESM Consulting Inc. stated the pay philosophy would define who the Town compares itself to through a defined geographic region and resort communities with variable populations. The comparable market would be broader than the current list of six communities to provide stability and less volatility. Approving a pay philosophy would provide direction in the collection of the data for the compensation study to be completed in August and help guide staff in making future compensation decisions. 4. SENIOR CENTER & MUSEUM MASTER PLAN PREFERRED ALTERNATIVES. Manager Mitchell and Director Fortini stated after five months of study, planning and community engagement the Master Planning process has reached the final stages in identifying separate development or redevelopment options for the Town's Senior Center and Museum facilities. The public outreach process included three public meetings, distribution of Master Plan flyers, a neighborhood mailing, and development of a dedicated web page, regular email communication with subscribers, periodic news releases and three stakeholder meetings with members from key constituent groups. Also included were an extensive online survey and a random -sample telephone survey. The level of community response in meetings and surveys has been remarkable and valuable to the planning team. The consultants analyzed existing attendance data, online and telephone survey results and utilized input from staff, citizens and stakeholders as well as professional analysis of several potential sites to arrive at the recommended locations and design alternatives for both facilities. Nan Anderson/Anderson Halls Architects and Patrick Mundus presented the results of the study in which a community survey of over 250 online responses and 260 phone interviews were conducted. The scope of the project included a community process, existing site/building assessment, alternative site(s) assessment, programming and space planning, site and building alternatives, preferred alternatives and a final report forthcoming. Growth trends for the Museum (135% increase) and Senior Center (88%) demonstrate the need for new buildings for both facilities. The surveys determined a high satisfaction with both programs; however, a low overall satisfaction rate with the quality of the facilities. The Museum program facility needs would require a new facility with 19,130 sq. ft., 102 parking stalls, storm water, outdoor program space and a minimum of three acres. The Senior Center would need a building with 14,600 sq. ft., 81 parking stalls, storm water, a small outdoor plaza and a minimum of 2.5 acres. The team considered six sites including the existing site, fairgrounds NE, fairgrounds SE, Lot 4 and 5 Stanley, Fish Hatchery and the inclusion of the Senior Center in a Community Center at the old elementary school building. All six sites were evaluated on criteria including acreage, ownership, size suitability, zoning, access, ease of access, utilities, slope restrictions, visibility, parking adequacy, site synergy, expansion ability, constructability/sequencing and political will. The preferred alternative would place a new Museum at the NE corner of the fairgrounds with an estimated cost of $6-7 million and was chosen due to the proximity to the schools, path Stanley Park, and visibility. The preferred alternative for the Senior Center would be the current location of the Museum and Senior Center at a cost of $4.5-5 million. The Senior Center could be combined in an alternate concept with a Community Center, which ranks higher than stand-alone centers when applying for grants. Director Fortini also Board ofTrustees — May 14.2013—Page s confirmed that there are grant opportunities for research facilities which would help fund the storage facility proposed in the building design of the Museum. Trustee Elrod stated the Town has afiduciary responsibility to preserve the museum ooUeodun, and thermfora, a now museum facility would need to be built first. Healso commented the Community Center property being proposed in owned by the School District and placing the Senior Center operations in a building not owned bythe Town may be problematic. N1u. Anderson confirmed the Museum's current operations are not meeting the mission and in order to dosnanew facility would need tobebuilt. 4. ACTION ITEMS: 1RESOLUTION # 08'13 SUPPLEMENTAL BUDGET APPRDPRhATK]N FOR COMMUNITY REINVESTMENT FUND. Finance Officer McFarland presented u mid -year budget appropriation for 2013 to the Community Rainvonhnart Fund (CRF) in order to fund the construction of the Multi -Purpose Event Center (K8PEC) and stall barn at the fairgrounds. The appropriations are needed to demonstrate funds are available tomeet the 2013repayment obligations ofthe Certificates of Participations (COP), and to legally bind the contract with Dnhn Construction for the construction ofboth facilities. The Resolution requests on additional $8.072.170 in appropriated expenditures for the CRF with funds coming from a combination of fund balance and additional new revenue sources (grant funds and COP funds). It was moved and seconded (Ehosnn/Norhn)to approve Resolution #UO'13. adopting the supplemental appropriations for the 2O13Community Reinvestment Fund budget, and it passed unanimously. 2. DEVELOPMENT PLAN AND VESTING RIGHTS EXTENSION — WAPITI CROSSING — PUBLIC HEARING. Director Chi|oottreviewed the application stating the applicant, Lexington Luna LLC, has requested a one-year time extension of the development plan approval and vesting period originally approved with Development Plan 07'13onMay 20.2OO8with avesting period of thnee'yoam, and in April 2011 the vesting period was extended for an additional tvo'years, expiring May 20. 2013. No development activity has occurred, and construction plans have not been submitted for review/approval. Since the Development Plan was approved the Fire District was formed and the International Fire Code (|FC)adopted; therefore, the District has requested the Plan be reviewed under the 2OVV |FC. The Public Works Department has also requested the Plan be reviewed to meet current standavdo, including a Traffic Impact Analysis. The request has been routed tnaffected agencies for review and oomment, surrounding property ownero, and o legal notice published; howevor, the item was not included in the published Town Board agenda and the property owner was not available tuattend the meeting. Staff requests the item bocontinued tothe May 28.2O13meeting. Mayor Pro Tern 8|onkhuntquestionod if project had been extended twice in the past. Director Alison abated this is the first project that has been extended in which no development has occurred during the extension period. Trustee Elrod stated Ordinance 17'10 states a one-year extension of a Development Plan can be granted by the Community Development Director if nochanges have occurred tothe Development Code. DirectorChi|nott stated staff can deny the Development Plan but not the vesting rights and the two need 0ubnconcurrent. |twas moved and seconded (Norris/Erimmn)to continue the public hearing for the Development Plan and Vested Rights Extension to the May 28, 2013 Town Board meeting to allow for full public nudce, and it passed unanimously. Board of Trustees — May 14, 2013 — Page 6 3. POLICE RETIREMENT PLAN AND FPPA COVERAGE. Director Williamson stated a review of the current retirement plan contributions was reviewed at the April 9, 2013 Town Board Study Session, which illustrated the Town contribution percentages to each of the three plans (PERA, ICMA Management and ICMA Police) were not consistent; however, between 2005 — 2011 the disparity between the plans increased with a difference of 3.7-4.5% because contribution rates for PERA had increased to 13.7%. Staff would recommend aligning all retirement plans with PERA rates set each year and modify the ICMA agreements annually to address changes. Also, staff would recommend retroactive contributions to the Police employee ICMA retirement plans at the 13.7% rate starting January 1, 2013. In addition, the Town joined FPPA in 1986 to provide death and disability coverage for the Police. At that time the dispatchers (mostly female) were conducting searches of female subjects, and therefore, qualified as members of FPPA. This practice ceased many years ago, however, the Town continues to pay contributions and enroll new dispatchers in FPPA. After a review of the coverage with FPPA, it was determined the dispatchers are not qualified members and would not be covered by FPPA if a claim was made even though the Town is paying for coverage. The Town pays 2.6% for FPPA coverage per dispatch employee per payroll. Staff would therefore recommend removing the dispatchers from FPPA and applying the 2.6% towards their retirement, thereby providing them a direct benefit to their retirement plan at no additional cost to the Town. It was moved and seconded (Ericson/Koenig) to increase the ICMA Police retirement contribution from 11.1% to 13.7%, retroactively contributing 2.6% to current Police retirement accounts as of January 1. 2011, and discontinue FPPA coverage for dispatchers effective May 12, 2013, and it passed unanimously. 4. TOWN BOARD POLICIES. Town Administrator Lancaster requested the Board table the Governing Policy-Board/Staff Linkage to ensure the processes match the proposed language. Policy 102 — Town Committee addresses the selection and appointment of committee members. Policy 103 — Town Board Procedure and Tool Boxes incorporated the existing policies of the Board in the new standardized policy format. It was moved and seconded (Koenig/Norris) to table Governing Policy — Board Staff Linkage until June, and it passed unanimously. It was moved and seconded (Norris/Koenig) to approve Policy 102 - Town Committees, and it passed unanimously. It was moved and seconded (Norris/Koenig) to approve Policy 103 — Town Board Procedure and Tool Box, and it passed unanimously. Whereupon Mayor Pinkham adjourned the m9etingat9:30 p.m. / r •( f..,,� William C. Pinkham, Mayor Jckkie Williamson, Town Clerk